Executive Assistant & Office Manager

Natus Medical Incorporated - Schaumburg, IL

Full-time - Mid Level

Hybrid - Schaumburg, IL

Computer and Electronic Product Manufacturing

About the position

The Executive Assistant & Office Manager will be the primary point of contact for internal, external, and consequential stakeholders (such as the Board of Directors) on all matters pertaining to the CEO's office. This role will also manage the Schaumburg office. In this high-visibility role, key responsibilities include managing the CEO's calendar, coordinating travel arrangements for the CEO and other executives, compiling Board and other reports and presentations, and ensuring efficient communication within the executive team and across departments. This role offers a unique opportunity to work closely with senior leadership and contribute to strategic initiatives.

Responsibilities

• Act as the primary point of contact between the CEO and internal/external contacts.
• Manage complex calendars and prioritize appointments, ensuring optimal use of the CEO's time.
• Coordinate extensive domestic and international travel arrangements, including flights, accommodations, and logistics, resulting in seamless itineraries.
• Prepare and edit high-level correspondence, presentations, and reports with precision and attention to detail.
• Anticipate needs and proactively handle issues before they arise, ensuring smooth operations for the CEO's office.
• Act as a gatekeeper, screening and prioritizing communications and inquiries with discretion and professionalism.
• Manage confidential information with the utmost sensitivity and integrity, always maintaining trust and confidentiality.
• Facilitate effective communication between the CEO, senior management, board members, and external stakeholders.
• Plan and execute corporate events, meetings, and conferences, including logistics, agendas, and follow-up actions.
• Serve as a liaison across departments, fostering collaboration and ensuring alignment with organizational goals.
• Build and maintain strong relationships with key stakeholders, including board members, senior executives, clients, and external partners, fostering positive interactions and collaboration.
• Provide executive-level support to the Company's Leadership Team as requested.
• Draft and edit correspondence, presentations, reports, and other documents with meticulous attention to detail and adherence to high standards.
• Assist in managing special projects and initiatives, coordinating cross-functional teams, monitoring timelines, and reporting progress to senior management.
• Serve as manager at the Schaumburg office, overseeing daily administrative operations, including facilities management, office supply procurement, vendor relationships, and budget management.
• Serve as liaison to the board of directors, preparing meeting materials, coordinating logistics, and facilitating communication between board members and senior management.
• Lead special projects and initiatives as assigned by the CEO, coordinating cross-functional teams, setting timelines, and ensuring deliverables are met on schedule.

Requirements

• Bachelor's degree in business administration or management.
• Five+ years' experience supporting executive-level leaders and interfacing with high-level external constituencies such as a Board of Directors.
• Strong analytical skills and strategic thinking abilities.
• Excellent communication and presentation skills.
• Experience with international operations, FX issues for travel, etc.
• Ability to communicate effectively with other cultures and across worldwide offices and operations.
• Ability to thrive in a fast-paced, dynamic environment and effectively manage ambiguity and change.
• Proficient in use of Microsoft Office.
• Ability to maintain confidentiality and handle sensitive information.
• Exceptional organizational and time management skills.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Sick leave
• Paid time off
• Retirement plan with employer match